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1:00 p.m. Introductions 1:05 p.m. COMPASS Overview, Schedule Changes and Highlights of Release 1 1:15 p.m. Spotlight: Master Data Management, Student Records Academic Advising 1:45 p.m. Discussion 2:00 p.m. Conclude

Our Destination: The Connected Campus Students Parents Alumni Faculty & Staff Corporations Prospects Donors ONE.UF System of Engagement Community Recruitment Student Success Advancement System of Intelligence Record Analytics Master Data Management and Data Governance SIS Housing HCM Financial Aid LMS Degree Audit GL Meal Plans Payroll Image courtesy of SalesForce

Will update, standardize and upgrade information processes and systems Campus-wide Modernization Program to Advance Student Services Will update, standardize and upgrade information processes and systems Improve user experience for students, faculty and staff Offer innovations and abilities in areas such as constituent relationship management, learning ecosystem, master data management and governance, reporting and analytics, and ONE.UF and myUFL portals

COMPASS Website Information on COMPASS elements, teams, schedule Presentation request form Training page to include timing, type, duration and intensity per user role

Data Interfaces Over 100 data interfaces to be built between new SIS and other systems to support and enhance functionality Systems the new SIS will interface with include: Symplicity The Learning Management System (Canvas) Campus Clarity CRM (Salesforce) And many more!

COMPASS Releases Follows student lifecycle. Functionality releases across myUFL, ONE.UF, Enterprise Reporting & Analytics, and CRM. Note Schedule of Classes has moved to Release 4 (March 5, 2018) and Master Data Management (personal data) to Release 7 (Aug. 20, 2018) Release Functionality   Go-Live Date 1 Graduate/Professional Supplemental/UF Online Application, Academic Structure, Biographical/Demographic Data, Constituent Relationship Management (CRM) Phase 2 Prospecting and Recruiting College of Engineering Pilot Aug. 7, 2017 2 Course Catalog, Institutional Student Information Record (ISIR) Loads, Transfer Credit Evaluation Nov. 6, 2017 3 ISIR Processing, Career/Program/Plan Stack (Major/Minor), Service Indicators (Holds) Jan. 16, 2018 4 Degree Audit, Registration Prep, Award Aid, Schedule of Classes (will not impact Summer or Fall 2018 course correction) March 5, 2018 5 Registration, Enrollment Verification March 26, 2018 6 Tuition Calculation, Student Billing, Admissions Processing Aug. 6, 2018 7 Grades, Transcripts, Aid Disbursement, Graduation, Master Data Management Person Hub (Registry data) Aug. 20, 2018

Change Cycle Change management: Inform Engage Prepare Integrate There are many different models of the stages of change and representations for what we experience, the type of feelings and the effects on our cognition. Earlier we saw a roller-coaster like graph to represent change. Here the cycle is captured in a circle. Regardless of the graphic, the experiences are similar: Initially, we’re likely to feel a sense of loss, be cautious or a bit afraid. We often move toward skepticism or resentment. “I don’t like this. Why do I have to do this? We tried this before 10 years ago.” We can become anxious and confused. “I’m not going to know how to do this. I’ll make mistakes. This takes too long. I have to think through every single step.” With some time and patience, we can find that things are becoming more familiar and we start to feel some excitement and energy again. The new way starts making sense, clicking. We become more confident and get our focus back until the new becomes the norm. Or, if things don’t go well, we might fall backwards from discomfort into more feelings of loss and become paralyzed and stuck. We don’t want that.

Release 1: Aug. 7, 2017 New business process functionality (admissions, student records and maintenance of registry and biographical/demographic data) No training needed except for core office staff in preceding areas Release 1 will prime UF systems for future upgrades and improvements Details in Release 1 article

Release 1: Admissions, SIS, CRM Customized CRM and“360 degree” record of applicants and their interactions with UF Replaces systems for managing prospecting and recruiting activities, streamlines processes, centralizes data, consolidates processing for prospective students Created graduate, professional and UF Online applications with CollegeNET for Fall 2018 admissions. Applicants can check or edit applications through mobile devices SIS will receive student applications (graduate, transfer, and certificate) for those admitted to Fall 2018 term and the external organizations from where students are applying

Release 1: Testing Release 1 Functional Unit Testing (FUT) on Campus Solutions and UF-specific customizations completed Admissions, Campus Community and Student Records Teams completed Systems Integration Testing (SIT), start of formal testing period for end-to-end business process functionality. First and second SIT cycles, User Integrations Testing (UIT) period underway Testing continues throughout releases to ensure excellence in performance, accessibility and security Also see testing article on COMPASS website

Training No training for Release 1 except for core office staff (already informed and being trained by COMPASS teams) Training resources available prior to later releases in SIS toolkit accompanying online HR and Financials toolkits and in Student Information Section as well as new COMPASS training page Notifications through COMPASS Update and website

ONE.UF Video and articles on COMPASS website New public landing page launched June 10th with information on current and upcoming features, revamped search engine, and cleaner, updated student and staff workspaces oriented toward their specific needs and roles Students can use mobile devices to register for classes, check final grades and view degree audits Continues to evolve as self-service mechanism for UF community, with functionality rolled out as it is developed

Reporting and Analytics Enterprise Reporting (Cognos Analytics) beta: use your own data in trial run of reporting toolset, “Enterprise Analytics” Intuitive, easy way to quickly and easily analyze information and create visually exciting reports and dashboards Training videos available for users with appropriate roles Gathering requirements for future releases of operational, managerial, and regulatory reports

Security New security roles with each release End users will be notified of appropriate roles for their jobs and DSAs notified of new roles/setups required Information will be available on Identity Access Management (IAM) website, with links from HR and COMPASS websites

Master Data Management and Student Data Governance Greg McEachern and Joyce Kosak

Master Data Management (MDM) & Student Data Governance MDM will streamline data sharing and facilitate computing in multiple systems, platforms and applications Student Data Governance will focus on data security and risk management, access, quality, reporting, and sharing by domain; includes policies, standards, organizational bodies, and roles and responsibilities

Primary Guiding Principles What is EIM? EIM- Enterprise Information Management Program- the foundation of this program is composed of four main pillars- Data Governance MDM Data Warehousing Data Integrations / Vending Primary Guiding Principles Develop the future state of data management from the ground up as a ‘green field’ – building on past knowledge but not on existing systems. Data will be defined in terms that make sense for the institution, not in terms defined by any one system. Where feasible, enable existing data vending and reporting capabilities to work with the new systems. This ‘backwards’ compatibility will NOT be holistic or permanent.

Data Governance and Quality Principles Data will be classified into seven distinct domains – person, student, research, human resources, financial, services and resources and advancement. The domains are managed by the business not IT. Each domain will have a trustee assigned that makes decisions university-wide about data definitions, policies, standards, access, etc. Each domain will have sub-domains with data stewards that are typically SME’s and manage daily interactions and the quality of the data.

Master Data Management Principles For data that is identified as master data, the master data hub will become the canonical source for this data Master data will be governed by a specific trustee. Where conflicts arise, escalation to the data governance council led by the Provost can occur. Master data will be clearly defined and have detailed policies and standards on how it is to be utilized.

Data Warehousing Principles A primary repository will exist – the ‘data lake’ or ODS Data can be both structured and unstructured. The repository should be architected for massive quantities of data but not necessarily for performance. Any needed security to protect data that requires access control will be applied Data will be as close to real time as possible The repository does not have to be one single repository on one platform. Any UF unit will have an ability to add data to the ‘data lake’ – custodians of the data will be clearly identified Data will be tagged with information about how current it is and the level of data quality (i.e. how much can it be trusted) Access to the data lake will be for advanced users - DBAs, data scientists, etc.

Data Warehousing Principles Data Warehouse Vs Data Lake (ODS)   Structured, processed, typically aggregated Data Structured / semi- structured / unstructured, raw Schema-on-write, pre-modelled Processing Schema-on-read Typically, hierarchically organized Storage Object based, no hierarchy Less Agile, fixed configuration Agility Agile, configure as needed Mature Security Not as mature Administrative and Business Professionals- “Balance the checkbook.” Users Data Scientists, Data Analysts- predictive modelling, analytic tools. Transformed and structured, perceived as time consuming to extend, underutilized, Data Scientists, “just gimme the data.” -Comments- Requires active management, needs to be classified and categorized (metadata) … must balance keeping tabs, but not stifling creativity…otherwise the Data Lake becomes a Hoarding ground, Dumping ground, “Data Graveyard.” What goes into the data lake? Curated Data Marts ODBC contents Legacy DB’s Website clickstream Location or Geospatial Data Social Media Production / Performance Metrics Blended data

What are we doing today? MDM Person Hub Moving Directory data into MDM, going live August, 2018 Requires coordinating with 7 Authors and 53 Consumers across campus Examples of Data Changes Only one address per address type allowed Every person must have a phone number or email address Field lengths for Names and Addresses are increasing One publish flag will exist for a person, rather than by each address, phone, and email No longer store data that is more accurately tracked in other systems, such as ethnicity and nationality Technology Changes Instead of accessing the mainframe through APIs, authors and consumers will be asked to move to JSON and subscribing to notifications

Student Records Colin Yokomi, Nancy Soletti, Cathy Smith, Mallori Wojcik, Nancy Wiegand, Christina Monesar, Joe Uong, Diana Hull

Student Records, Academic Structure: Release 1 Academic structure framework will interact with admissions application to identify what UF programs exist, allowing students to select those in the application process Colleges, departments, majors, minors, certificates, terms Skeleton to support admissions processing Biographical/Demographic Data

Student Records, Course Catalog: Release 2 Catalog (not the published document) Maintained in both environments until at least release 5

Student Records, Program Plan Stack: Release 3 Student level majors, minors, certificates, degree programs Service indicators (currently holds)

Student Records, Registration Preparation: Release 4 Step-by-step process to review degree audit, check service indicators, get registration times Convert fall 2018 course schedule to Campus Solutions

Student Records, Registration: Release 5 Department and student Summer in legacy, fall in Campus Solutions

Student Records, Grades, Transcripts, Degree Certification: Release 7 Nothing for Student Records in Release 6 Grade collection Transcript maintenance and requests Degree certification and posting

Academic Advising: Degree Audits Ross Leisten, Tobin Shorey, Andrea Williams

Academic Advisement Overview Conversion of 300+ degree, minor, and certificate audits Effective catalog years 2011-present Writing CALS and CLAS audits first Create standard format for audits

Academic Advising Release Schedule Release 4: March 5, 2018 Internal training: November, 2017 Functional User Testing: December 2017 Call for training sessions: December 2017 User training for Academic Advising access: February 2018

Academic Advising Release Schedule March-April 2018 Audits viewable by advisors in new system Advisors enter exceptions from old system into new system Degree Certification, UT, Excess Hours occurs in current system

Academic Advising Release Schedule May-August 2018 Students will see new degree audit in ONE.UF Advisors will have access to current and new audits Advising Notes will only be written in new system Advisors enter exceptions in old system for Summer graduates ONLY. All other exceptions are entered in the new system Degree Certification, UT, Excess Hours occurs in current system

Academic Advising Release Schedule August-December 2018 Students will see new degree audit in ONE.UF Advisors will access only the new audits Advising Notes will only be written in new system Advisors enter exceptions in the new system Degree Certification, UT, Excess Hours occurs in new system

Sneak Peak of New Degree Audits

New Concepts Student Groups Milestones

What is Toby doing? Building Audits Still Building Out and Testing CALS & CLAS Nearly Complete Minors & Certificates Exceptions Advisor Notes ONE.UF UT Excess Hours What-If Functionality

What’s Next? Hands-on College Demonstrations (not training) February Training Continued feedback and engagement with advising community

Questions? Concerns? Online at compass.ufl.edu Email UF-COMPASS@ufl.edu Training questions to training@ufl.edu